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Applicable to 7.174 onwards

Producing the School Census Summer 2017 Return (English Primary/ Middle deemed Primary Schools) handbook

C|Contents 01| Introduction ................................................................... 1

Overview ........................................................................................... 1

How has the School Census Summer Return Changed? ................... 2

Steps to Producing the School Census Return ................................. 3

Where to Find More Information ...................................................... 4

02| Preparing for the School Census Summer Return .......... 5

Setting Permissions .......................................................................... 5

What Version of SIMS is Required? .................................................. 6

Preparing Data for the School Census Return .................................. 6

03| Producing the School Census Summer Return ............... 9

Creating a New School Census Return ............................................. 9

Configuring the Census Folder........................................................ 10

Specifying the Security Message for Reports ................................. 11

Editing Census Details .................................................................... 12

Calculating All Details ............................................................. 12

Editing School Information ............................................................. 13

Updating Early Years Data .............................................................. 15

Adding/Editing Early Years Data ............................................ 15

Identifying which Children have no Hours Recorded ............. 18

Updating Pupils with Top-Up Funding ............................................ 18

Editing Pupils Post Looked After Arrangements............................. 21

Managing School Dinners Taken on Census Day ............................ 24

Using Dinner Money to Calculate School Dinners Taken on

Census Day ............................................................................. 26

Using Attendance to Calculate School Dinners Taken on Census

Day .......................................................................................... 27

Using Manual Entry to Record School Dinners Taken on Census

Day .......................................................................................... 27

Updating Class Types ...................................................................... 28

Resetting All Class Types ........................................................ 29

Identifying which Pupils have no Class Type Specified.......... 29

Entering Attendance Information ................................................... 30

SIMS Attendance Users .......................................................... 30

SIMS Attendance Not in Use ................................................... 32

04| Completing the School Census Summer Return ........... 33

Creating and Validating a School Census Return ........................... 33

Resolving Validation Errors and Checking Queries ................ 35

Producing Detail Reports ................................................................ 38

Generating Detail Reports ...................................................... 41

Printing a Report from your Web Browser ..................................... 42

Transferring Report Data to a Spreadsheet.................................... 42

Deleting Temporary Web Browser Files ......................................... 43

Deleting the cache in Internet Explorer 10 ............................ 43

Deleting the cache in Internet Explorer 8 and 9 .................... 43

Producing the Summary Report ..................................................... 43

Generating the Summary Report ............................................ 44

Editing an Unauthorised Return ..................................................... 44

Authorising the Return ................................................................... 45

Submitting the Return .................................................................... 47

Retrieving Authorised Census Return Files .................................... 48

Copying a Return ............................................................................ 49

Deleting an Unauthorised Return ................................................... 50

Index ................................................................................. 51

01| Introduction

Producing the School Census Summer 2017 Return (English Primary/Middle deemed Primary

Schools) handbook, applicable to 7.174 onwards 1

01|Introduction

Overview ............................................................................................. 1

How has the School Census Summer Return Changed? ..................... 1

Steps to Producing the School Census Return ................................... 3

Where to Find More Information ........................................................ 4

Overview

This handbook provides the information needed by Primary/Middle deemed

Primary schools in England to complete the School Census Summer 2017

Return, which takes place on Thursday 18 May 2017.

The School Census Summer 2017 Return is required to be completed by maintained Nursery schools, Primary schools, Middle schools, Secondary

schools, All-Through schools, Special schools, Pupil Referral Units (PRUs), City

Technology Colleges (CTCs) and Academies (including free schools) in England. Non-maintained Special schools are also required to submit the

return.

Currently, there are three School Census returns each year (i.e. Autumn,

Spring and Summer), which collect detailed information about school

characteristics and pupil details, e.g. pupil address, free school meals, exclusions, etc. Different data is collected depending on which return is being

prepared, and your school phase.

A list of items collected from Primary/Middle deemed Primary schools in England for the School Census Summer 2017 Return is available in a later

section of this handbook (please see Preparing Data for the School Census

Return on page 6).

NOTE: The content of the graphics (dates, names, panel numbers, etc.) are

examples only of what you might expect to see when using SIMS to produce

the School Census Return.

01| Introduction

2 Producing the School Census Summer 2017 Return (English Primary/Middle deemed Primary

Schools) handbook, applicable to 7.174 onwards

How has the School Census Summer Return Changed?

Changes to the School Census Summer Return include the following:

Data Items New to the Summer Return

Focus | Pupil | Pupil Details

The following new data items are collected in the return.

Ethnic/Cultural panel items:

Nationality

Country of Birth

The UPRN (Unique Property Reference Number) displayed below the

address details in the Addresses panel once the address has been

selected and validated.

Additional Resources:

Managing Pupil/Students handbook

Data Items Removed from the Summer Return

Focus | Pupil | Pupil Details - Welfare panel

In Care is no longer collected in the Summer return.

01| Introduction



Steps to Producing the School Census Return

The process of producing the School Census can be separated into a number of steps, some of which might need to be repeated in order to eliminate

validation errors and queries.

01| Introduction



Where to Find More Information

Online help can be accessed by pressing F1 or clicking the applicable Help

button in SIMS.

A wide range of documentation is available from the SIMS Documentation

Centre, including handbooks, quick reference sheets and tutorials. Click the Documentation button (located at the top right-hand side of the SIMS Home

Page), select the required category and then select the document you

require. Alternatively, use the Search facility to locate the required

document.

Documentation is also available from the My Account website

(https://myaccount.capita-cs.co.uk).

1. Enter the required text in the Search field to display a list of documents that

match the search criteria.

2. To refine the search further, click Documents and then select the required

Document type, File type and/or Date range (click Show more to view

additional options, if required).

Alternatively, click SIMS Publications (located in the Popular Searches

list) to display a list of all SIMS publications.

The search results are displayed automatically.

Tips for using the My Account Search Facility

Here are some key tips for using the search facility in My Account. For

additional explanations, please refer to the My Account website.

The search results can be refined further by using the advanced filters,

e.g. Sort by relevance or Sort by last modified.

The following rules can be applied to your search terms:

Surround a word or phrase with "double quotes" to return results

containing that exact phrase.

Prefix a words or phrases with + to make them essential.

For example: “end of year procedures” +primary +detailed

In addition to this handbook, a preparation guide that outlines how to prepare your data for the School Census, together with an Errors and Resolutions

document that provides suggestions on how to resolve any validation errors or

queries, are also available.

To access the School Census documents, please search for CENSUS17 in the

SIMS Documentation Centre or My Account.

https://myaccount.capita-cs.co.uk/

02| Preparing for the School Census Summer Return



02|Preparing for the School Census Summer Return

Setting Permissions ............................................................................ 5

What Version of SIMS is Required? .................................................... 6

Preparing Data for the School Census Return .................................... 6

Setting Permissions

The following permissions are applicable to users who deal with returns.

Producing the Return

To produce the return, you must be a member of the Returns Manager user

group in System Manager.

Editing and Preparing Data

Users who edit and prepare data must have permissions to access additional

areas of SIMS, e.g. pupil details, school details, etc. These users must be a

member of any of the following user groups in System Manager:

Administration Assistant

Admissions Officer

School Administrator.

Importing Revised Files

The Import Fileset functionality enables updates to the Validation Errors

Summary and the Summary report (derived from files supplied by the

Statutory Body), and detail reports (provided by SIMS), to be imported into SIMS between SIMS releases. To use the Import Fileset functionality (via

Tools | Setups | Import Fileset), you must be a member of any of the

following user groups in System Manager:

Returns Manager

System Manager.

For more information about the Import Fileset functionality, please refer to the

applicable preparation guide, available on the My Account website

(https://myaccount.capita-cs.co.uk).

Where to find More Information about Permissions

Please contact your System Administrator/Manager if you are not sure whether you have the required permissions. For more information, please

refer to the Managing SIMS Users, Groups and Databases handbook.

An Excel spreadsheet describing the numerous permissions available in SIMS

is available on the My Account website (https://myaccount.capita-cs.co.uk).

To find the spreadsheet, search for <sims version> sims permissions,

e.g. 7.174 sims permissions.






What Version of SIMS is Required?

To run the return, you must have the SIMS 2017 Spring Release (7.174) or

later installed.

To check which version of SIMS is installed, open SIMS and then select Help |

About SIMS. A dialog similar to the one shown in the following graphic is

displayed.

The version should read 7.174 or later.

Preparing Data for the School Census Return

Before beginning the process of producing the return, it is advisable to spend

time ensuring that all school level and pupil level information is present and

accurate in SIMS. For example, ensure that school details are correct, all new pupils have been added to SIMS, all leavers have been recorded and where

applicable all exclusions have been recorded, etc.

The following information is collected from Primary/Middle deemed Primary

schools for the School Census Summer 2017 Return.

School Level

Characteristics: LA number, DfE establishment number, school name, school

phase, school type, highest national curriculum year, lowest national curriculum year, intake type, governance, school email address and telephone

number.

Pupil Level

Pupil Identifiers:

unique pupil number (UPN), former UPN

surname, forename, middle names, former surname, preferred surname

date of birth and gender.

Characteristics:

nationality, country of birth, language code

free school meal eligibility start date, end date and UK country in which

the eligibility applies, school dinner taken

funded hours, hours at setting, top-up funding indicator

post looked after arrangements, Youth Support Services Agreement

(YSSA) indicator (applicable to Middle deemed Primary schools only).




Status: enrolment status, date of entry, date of leaving, part-time indicator,

boarder indicator and actual national curriculum year group.

Class type (applicable to Primary schools only).

Special Educational Needs: SEN provision.

Termly Exclusion Information (01/09/2016 to 31/12/2016): exclusion

category, reason for exclusion, SEN provision (formerly stage), exclusion start

date and actual number of sessions from which the pupil was excluded.

Home Information: pupil's home address, including post code and unique

property reference number (UPRN).

Termly Attendance Information (01/01/2017 to 16/04/2017): possible

sessions, sessions missed due to authorised absence, sessions missed due to

unauthorised absence, attendance codes and number of sessions missed.

For more information and instructions on all of the preparations that need to

be carried out before the census return is produced, please refer to the appropriate Preparing for the School Census Summer 2017 guide. The

preparation guide, together with other useful School Census documentation,

can be found on the My Account website (https://myaccount.capita-cs.co.uk) by using the search facility to find CENSUS17.


03| Producing the School Census Summer Return



03|Producing the School Census Summer Return

Creating a New School Census Return ............................................... 9

Configuring the Census Folder.......................................................... 10

Specifying the Security Message for Reports ................................... 11

Editing Census Details ...................................................................... 12

Editing School Information ............................................................... 13

Updating Early Years Data ................................................................ 15

Updating Pupils with Top-Up Funding .............................................. 18

Editing Pupils Post Looked After Arrangements............................... 21

Managing School Dinners Taken on Census Day .............................. 24

Updating Class Types ........................................................................ 28

Entering Attendance Information ..................................................... 30

Creating a New School Census Return

Before creating a new return, ensure that all pupil and school information is

present and accurate in SIMS.

The School Census Summer 2017 Return collects data for:

all pupils on the register on census day (18/05/2017).

any additional pupils not on-roll on census day who:

had an exclusion that started between 01/09/2016 and 31/12/2016.

were on-roll for at least one session during the collection period from

01/01/2017 and 16/04/2017.

It is possible to create more than one return, enabling you to carry out dry

runs so that you can check what data needs to be added or updated. Any

unwanted returns can be deleted (providing they have not been authorised).

1. Select Routines | Statutory Returns | School Census to load the School

Census validation and reporting files.

NOTE: The first time that the Routines | Statutory Returns | School

Census menu route is selected during each SIMS session, there is a delay

while the School Census files are loaded.




When the files are loaded, the Census Return browser is displayed.

By default, Summer 2017 is displayed in the Term field.

TIP: To view a Spring return, select from the Term drop-down list then click

the Search button.

2. Ensure that the correct Census Folder is selected and that the required

Security message for Reports is specified as described in the following

sections.

More Information:

Deleting an Unauthorised Return on page 50 Specifying the Security Message for Reports on page 11

Configuring the Census Folder

Before creating a return, the folder in which the return file will be saved must

be specified.

IMPORTANT NOTE: Due to the sensitive nature of some of the data stored

in SIMS, careful consideration should be given when specifying the location of any folder into which you save sensitive data, e.g. census returns,

imported and exported CTFs, etc.

You should be mindful of your school’s responsibilities with respect to

information security. Consider which users have access to the chosen folder, especially if the folder is shared on a server. Please refer to the DfE website

https://www.gov.uk/service-manual/technology/securing-your-information

for securing information guidance. If you are in any doubt, consult with your

IT Security Officer before proceeding.

https://www.gov.uk/service-manual/technology/securing-your-information




1. Specify the folder where the return files are to be stored by entering the folder

location in the Census Folder field.

Alternatively, click the Browse button to display the Browse For Folder

dialog.

Browse button

Navigate to the location of the required folder and highlight it. If a suitable

folder does not exist, click the Make New Folder button and enter a suitable

name for the new folder.

2. Click the OK button to select or create the folder and return to the browser,

where the new folder name is displayed.

IMPORTANT NOTE: If you are changing the location of the folder, ensure

that only authorised personnel have access to the new folder, as it will

contain sensitive data. For more information, please see the important note

at the beginning of this section.

3. Ensure that the Security Message for Reports is appropriate for your

school.

Specifying the Security Message for Reports

At the bottom of the browser is a Security Message for Reports field, which

contains text that will be displayed at the top of each report.

1. The security message text defaults to This report contains sensitive

information, but can be edited, if required.

2. If any edits are made, you can click the Default Message button to revert to

the default text.

3. Click the New button to display the Census Return Details page.




Editing Census Details

The Census Details panel displays the following read-only information:

Census Date: 18/05/2017

Attendance data collected from 01/01/2017 to 16/04/2017

Exclusions data collected from 01/09/2016 to 31/12/2016

FSM (Free School Meal) data collected from 20/01/2017 to 18/05/2017.

By default, the return Description is displayed as School Census Summer

2017.

1. Check the return Description and then edit, if required, e.g. to identify a dry

run.

WARNING: Each description used must be unique. An error message is

displayed if SIMS identifies a duplicate description.

A unique description also helps to identify the required return when viewed in

the Census Return browser and can be particularly useful when creating

dry runs, or copies of existing returns.

2. Click the Calculate All Details button.

Calculating All Details

Clicking the Calculate All Details button extracts the required information

from SIMS and displays the results in the applicable panels of the Census

Return Details page.

IMPORTANT NOTE: You must calculate all details at least once to populate the various panels for each return.

Do not use the Calculate All Details button more than once if you wish to keep any changes you have made. Clicking the Calculate All Details button

overwrites any previously collected or edited data (in every panel where

details are calculated automatically) with the data currently stored in SIMS.

Any details that are calculated automatically should be checked and edited, if

required.




1. Click the Calculate All Details button.

A message advises that any existing data currently shown on the Census

Return Details page will be overwritten.

2. Click the Yes button to calculate all details. At this point, depending on the number of pupils in the school, there may be a short delay while details are

calculated.

The applicable panels on the Census Return Details page are populated with

data.

3. The return can be saved at any point by clicking the Save button.

Editing School Information

The School Information panel displays details that have previously been

recorded on the School Details page in SIMS (Focus | School | School

Details). The information displayed may vary depending on your school and

the details entered, e.g. Academy specific information.

The details displayed are read-only but can be amended if necessary via the

School Detail button.




1. If any details are missing or incorrect, click the School Detail button to

display the School Detail dialog where information applicable to your school

is displayed.

2. Add or amend the school details, selecting from the drop-down lists where

applicable.

NOTE: The Establishment Number and the School Phase cannot be

edited. If the information displayed is incorrect, please contact your Local

Support Unit.

Information for Academies:

Academies should ensure that the following information is recorded, if

applicable:

The School Type and School Governance.

Select Academies from the applicable drop-down lists.

The school’s Previous Name and Date Name Changed.

The Previous Estab Number and Date Number Changed (both used

by the School Census).

NOTE for Sponsor-led Academies where the DfE number has changed: If applicable, the date of arrival is reported as the date the DfE number

changed and historical information from before this is not collected.

The Previous URN Number (used by other census returns) and Date

Number Changed.

3. Click the Save button then click the OK button to return to the Census

Return Details page, where the updated details are displayed.




Updating Early Years Data

Hours at Setting and Funded Hours data is collected from all schools that have early years pupils on-roll on census day. The hours collected in this return are

for the week in which the census day falls.

All two, three and four year old pupils funded through the funded hours

entitlement are eligible for a maximum of 15 funded hours a week.

Date of Birth Ranges Phase and Year Group Minimum

Entitlement to

Funded Hours

01/09/2012 and

31/03/2015 inclusive

All relevant schools and year groups 15 hours

01/09/2011 and

31/08/2012 inclusive

All schools (excluding Nursery schools) – National Curriculum Year groups E1, E2,

N1 and N2 only.

NOTE: No longer applies to Reception (R)

15 hours

The required data can be recorded via the Edit button in the Early Years panel or via the Update Early Years page (Tools | Statutory Returns

Tools | Early Years).

If data has been recorded previously, the values are displayed in the Early

Years panel, which is read-only.

Adding/Editing Early Years Data

1. In the Early Years panel, click the Edit button to display a message informing

you that hours data has been brought forward from the previous census.

2. Click the OK button to display the Update Early Years page. By default, the

current term is displayed in the Census panel.




3. If you want to view the data recorded for a previous term (in the current

academic year), select the required Term from the drop-down list.

Primary phase schools that have defined Early Years Attendance Patterns (via

Focus | Pupil | Pupil Details) for pupils who are receiving free nursery care

can update Hours at Setting automatically.

a. Click the Update Hours button (applicable to Primary phase schools only).

The number of Hours at Setting that the listed pupils are expected to attend during the census week (based on the early years provision times

recorded as part of their attendance pattern) are displayed in the Pupils

panel.

b. Edit the values, if required.

NOTE: If your school does not use the Define Early Years Attendance

Patterns functionality, the data can be entered in the grid manually.




4. To add or edit the number of Hours at Setting or Funded Hours for an

individual pupil, select the required criteria in the Pupils View panel.

In the Pupils panel, highlight the required pupil then click the applicable cell

and enter the required number of hours.

IMPORTANT NOTES: A value must be entered in each Hours at Setting

and Funded Hours cell. Leaving a cell blank results in a validation error

being displayed when the return is created and validated.

0 (zero) is a valid value. Hours must be entered in multiples of 0.5 only.

If the value entered is within the accepted range but higher than expected by the DfE, a validation error is displayed when the return is created and

validated. An explanation as to why the value is higher should be recorded on

the COLLECT Portal.

5. If most of the pupils are receiving the same number of hours, the following

method can be used to populate the column quickly:

a. In the Pupils View panel, select the required year group from the YTI

(Year Taught In) drop-down list. Only the selected pupils are displayed in

the Pupils panel.

b. Right-click in the Pupils panel then select Select All from the drop-down

list.

c. Click in one of the highlighted cells of the column you wish to populate, i.e. Hours at Setting or Funded Hours, then enter the number of hours

that is applicable to the majority of pupils.

This number is then entered automatically for the remaining pupils.

d. Click to the right of the grid to deselect all.

e. Edit the entry for each pupil who is receiving a different number of hours. This is achieved by highlighting the required pupil, clicking in the

associated Hours at Setting or Funded Hours cell as applicable, then

entering the required number.

6. Click the Save button. If there are any pupils for whom zero hours have been

recorded, a message is displayed. Click the Yes button to save the data or the No button to return to the Update Hours page, where the number of hours

can be entered.

7. Click the OK button to return to the Census Return Details page, where the

updated hours are displayed.




IMPORTANT NOTES:

If, while completing the return, any of the following processes are performed, click the Recalculate button (located at the top right-hand side

of the panel) to ensure that the up-to-date data is displayed in the Early Years panel:

Hours at Setting or Funded Hours are edited via the Tools menu a new pupil is added in SIMS

a pupil’s date of birth is amended.

Please note that updating Hours at Setting or Funded Hours on the Update

Early Years page updates the display in the Early Years panel

automatically.

Identifying which Children have no Hours Recorded

1. On the Census Return Details page, click the Edit button (located in the

Early Years panel) to display the Update Early Years page.

2. In the Pupils View panel, ensure that the required Age at date, YTI and Reg

group are selected then select No Hours at Setting (or No Funded Hours)

from the Status drop-down list.

Only pupils who do not have an entry for Hours at Setting (or Funded

Hours) are displayed.

3. Enter the required values for these pupils as described previously.

4. Click the Save button.

Updating Pupils with Top-Up Funding

Top-up funding is supplied to schools, in most cases by the Local Authority, to

meet the additional costs of support for high needs pupils.

The Top-up Funding panel enables you to record the on-roll pupils for whom

your school is receiving top-up funding on census day.

If the pupils with top-up funding have been recorded previously via Tools |

Statutory Return Tools | Update Top-Up Funding, the data is displayed

in the Top-up Funding panel.

The information displayed in the Top-up Funding panel is read-only.

Updating top-up funding information, e.g. adding or removing a pupil, must be

done via the Edit button.




1. Click the Edit button to display the Update Pupils with Top-up Funding

dialog. The pupils currently recorded as having top-up funding are displayed in

the Top-up Funding list (located in the bottom half of the page).

2. Use the Students On-Roll on Census Day search criteria to locate the

additional pupils you wish to record as having top-up funding.




TIP: Click the Search button to display a list of pupils who have not been

defined as having top-up funding. Alternatively, enter all or part of the

required search criteria then click the Search button.

3. Highlight the pupil(s) who you want to record as having top-up funding then click the Add button to move the selected pupil(s) to the Top-up Funding

list.

One or more pupils can be selected using the Ctrl+click or Shift+click

functionality.




4. To remove a pupil from the Top-up Funding list, highlight the required pupil

then click the Remove button. The pupil's record is moved to the Students

On-Roll on Census Day list, from where it can be reselected, if required.

5. Click the Update button to save the data and arrange the list of pupils in

Surname order.

6. Click the OK button (located at the bottom right-hand side of the screen) to

return to the Census Return Details page, where the updated information is

displayed in the Top-up Funding panel.


Preparing for the School Census Summer 2017 Return handbook

More Information: Top-up Funding Report on page 40

Editing Pupils Post Looked After Arrangements

The Post Looked After Arrangements routine provides schools with the ability

to record whether pupils who are on-roll on census day were looked after immediately before adoption or prior to being the subject of a residence or

special guardianship order.

If the pupils with post looked after arrangements (PLAA) have been recorded

previously via Tools | Statutory Return Tools | Update Student Post

Looked After Arrangements, the data is displayed in the Post Looked

After Arrangements panel.

1. Click the Recalculate button (in the Post Looked After Arrangements

panel) to ensure that all pupils who already have a PLAA status are displayed.

The information displayed in the Post Looked After Arrangements panel is

read-only. Updating the information, e.g. editing the PLAA status or adding a

pupil, must be done via the Edit button.




2. Click the Edit button to display the Update Pupils Post Looked After

Arrangements page. Any pupils currently recorded as having PLAA are

displayed in the Post Looked After Arrangements section.

3. Use the search criteria to locate the additional pupils you wish to record as

having PLAA.

TIP: Click the Search button to display a list of pupils who have not been

defined as having PLAA. Alternatively, enter all or part of the required search

criteria then click the Search button.




4. Highlight the pupils who you want to record as having PLAA then click the Add

button to move the selected pupils automatically to the Post Looked After

Arrangements list.

One or more pupils can be selected using the Ctrl+click or Shift+click

functionality.

5. For each pupil added to the Post Looked After Arrangements list, select

the post looked after arrangement status by clicking in the applicable cell in the Post Looked After Arrangements column then selecting the required

status from the drop-down list:

Ceased to be looked after through Adoption

Ceased to be looked after through a Special Guardianship Order

(SGO)

Ceased to be looked after through a Residence Order (RO)

Ceased to be looked after through a Child Arrangement Order

(CAO).

NOTE: Ceased to be looked after through a Residence Order (RO) has

been replaced by Ceased to be looked after through a Child

Arrangement Order (CAO).

You do not need to change any existing residence orders but new post looked

after arrangements must be recorded as child arrangement orders.

6. Select the Evidence Obtained check box if documents have been obtained

that provide evidence of the post looked after arrangements.

NOTE: Evidence Obtained is not collected in the School Census return but

should be recorded as proof of DfE/Ofsted compliance.

7. To remove a name from the list, highlight it then click the Remove button. The record is moved to the Students On-Roll on Census Day list, from where it

can be reselected, if required.

8. Click the Update button to save the information and arrange the list of pupils

in surname order.

If you have indicated that evidence has been obtained, you are reminded to ensure that the necessary documents are stored securely outside of SIMS or

within the Document Management Server.

9. Click the OK button to continue.




10. Click the OK button (located at the bottom right-hand side of the screen) to

return to the Census Return Details page, where the updated information is

displayed in the Post Looked After Arrangements panel.


Preparing for the School Census Summer 2017 Return handbook

More Information: Post Looked After Arrangements Report on page 40

Managing School Dinners Taken on Census Day

Applicable to schools with pupils in Reception, Year 1 and Year 2

All pupils in Reception, Year 1 and Year 2 in English state-funded schools are

offered a Universal Infant School Meal, i.e. a hot meal at lunchtime. This

applies to Academies, Free Schools and Pupil Referral Units, as well as to schools maintained by the local authority. The School Census Summer 2017

Return collects information about pupils who receive a Universal Infant School

Meal (school dinner) on census day.

The School Dinner Taken panel displays all pupils in Reception, Year 1 and

Year 2 who are on-roll on census day. The options available in the panel enable you to record pupils who have taken a Universal Infant School Meals on census

day, so that accurate data can be included in the census.

NOTES: The Reference Date is provided so that your school can report

school dinners taken on an alternative date to census day, if required.

The pupils listed in the School Dinner Taken panel are those who are on-roll on census day. Whereas the data calculated via the Calculate From

Attendance and the Calculate From Dinner Money buttons is based on

the reference date.




If your school uses SIMS Dinner Money or SIMS Attendance, the number of

dinners taken on census day can be calculated using the data recorded when using these modules. If either or both of these modules are not in use, the

applicable Calculate From button(s), as displayed in the following graphic,

are not displayed but the information can be recorded manually.

By default, the Reference Date is set to 18/05/2017 (census day). If, due to

exceptional circumstance, e.g. flooding, pupils were unable to take a school dinner on census day, the reference date can be changed to a date that reflects

the normal situation.

Click the required column header to sort the data.

The Calculate From Attendance button is displayed only if SIMS Attendance is

in use.

The Calculate from Dinner Money button is displayed only if SIMS Dinner

Money is in use.

When the Reset button is clicked all existing ticks are removed from the School

Dinner Taken column enabling you to start the process again.

The Total Taken and Total Not Taken provide an indication of whether the

number of school dinners taken is correct or whether edits are required.

After the return has been created and validated, the School Dinner Taken

detail report can be run to assist with the checking of results.

More Information:

School Dinner Taken Report on page 40




Using Dinner Money to Calculate School Dinners Taken on Census Day

If SIMS Dinner Money is in use, the Dinner Money data recorded for census

day can be used to calculate the number of school dinners taken on census

day.

Many users of SIMS Dinner Money also use SIMS Attendance. If this is the case

the Calculate From Attendance button is also displayed.

However, it is recommended that the Calculate From Dinner Money routine is

used in the first instance. This is because the Calculate From Attendance

routine looks at all pupils with a present or late attendance mark on census day morning. These pupils could be taking any sort of meal on census day, e.g.

going home for lunch, pack lunch brought from home, as well as meals provided by the school. The School Census return is only interested in school

meals provided by the school.

SIMS Dinner Money takes into account these different meal types and populates the School Dinner Taken column with ticks where meals provided

by the school only have been taken.

1. Click the Calculate From Dinner Money button.

WARNING: Clicking the Calculate From Dinner Money button overwrites

all existing data in the School Dinner Taken panel.

If SIMS detects missing information, the following message is displayed:

Dinner Money information is incomplete. Please ensure that meals

are recorded in Dinner Money.

2. Click the Cancel button to return to SIMS where the missing information can

be entered or the OK button to continue.

A tick is entered against each pupil who is receiving any type of meal provided

by the school on census day. These meals have a meal type category of

School Provided, with a description such as hot school meal or school

sandwich.

3. Edit the information by clicking the required row, in the School Dinner Taken

column, to toggle between a tick and blank (no meal taken), as required.




Using Attendance to Calculate School Dinners Taken on Census Day

The School Census Return only requires information about school meals

provided by the school on census day. However, if SIMS Attendance is in use, the attendance data recorded for census day morning can be used to calculate

all pupils who are present and are likely to be taking a school dinner.

The information calculated from attendance can be edited to so that school

meals provided by the school only are collected in the return.

1. Click the Calculate From Attendance button.

WARNING: Clicking the Calculate From Attendance button overwrites

existing data in the School Dinner Taken panel.

If missing marks exist, a message is displayed:

Please ensure that registers have been taken. Missing marks have

been interpreted as absent and no dinner taken.

2. Click the Cancel button to return to SIMS where missing marks can be entered

or the OK button to continue.

A tick is entered against each pupil who is marked as present on census day morning (i.e. AM session). It is possible that some of these pupils are not

taking meals provided by the school, e.g. they go home for dinner or bring a

packed lunch from home. Meals provided by the school only are required for

the return.

Use the Group By functionality to group pupils by Year Taught In, Reg

Group or Enrolment Status, enabling school dinners taken information to be

updated from class lists, etc.

3. Edit the information by clicking the required row, in the School Dinner Taken

column, to toggle between a tick and blank (no meal taken), as required.

Using Manual Entry to Record School Dinners Taken on Census Day

If your school is not using SIMS Dinner Money or SIMS Attendance the number

of school dinners taken on census day (i.e. meals provided by the school) can

be entered manually.

1. Click the Tick All button to populate the School Dinner Taken column. All

pupils are ticked indicating that they received a school dinner on census day.

2. Edit individual records by clicking the applicable School Dinner Taken cell to

toggle between a tick and blank (no meal taken).




The Total Taken and Total Not Taken (located at the bottom of the panel)

provide an indication of whether the number of school dinners taken is correct

or whether further edits are required.

3. After the return has been created and validated, run the School Dinner Taken

detail report and then check the report contents.

4. Continue editing until school dinner taken details are correct.

WARNING: Clicking the Reset button removes all existing ticks from the

School Dinner Taken column.

Updating Class Types

Primary schools must specify the type of class (Nursery or Other) that each pupil belongs to on census day. Pupils in your Nursery class should be

specified as Nursery, with all other pupils specified as Other.

If the class types have previously been recorded via Tools | Statutory Return Tools | Update Class Type, the data is displayed automatically in

the Class Type panel.

The Class Type panel is read-only but can be updated by clicking the Edit

button, if required.

1. Click the Edit button to display a message informing you that class type data

has been brought forward from the previous census.

2. Click the OK button to display the Update Class Type page.

By default, the current Term is displayed in the Census panel. If you wish to

view the data recorded for a previous term (in the current calendar year),

select as required from the drop-down list.




NOTE: If new pupils exist, the default class type is blank.

3. To specify the class type for an individual pupil, click the associated Nursery or Other cell to enter a tick. To change your selection, click in a different cell

or click again in the current cell to remove the tick.

4. If all or the majority of pupils need to be assigned the same class type, the

following method can be used to populate the Nursery and Other columns

quickly:

a. Right-click the Other column header then select Check All.

b. In the View Pupils panel, select Year N2 from the year taught in (YTI)

drop-down list. Only Year N2 pupils are displayed in the Pupils panel.

c. Right-click the Nursery column then select Check All.

d. Repeat steps b and c for any additional Nursery classes.

e. To check your selections, select All from the Year Group drop-down list.


If a message is displayed advising that some pupils have not been assigned a

class type, click the Yes button then ensure that a class type is allocated to all

pupils before saving again.

6. Click the OK button to return to the Census Return Details page, where the

updated class types are displayed.

Resetting All Class Types

On the Update Class Type page, right-click in the Nursery or Other column

header, as required, then select Remove All from the drop-down list. The

Nursery or Other column is cleared of all ticks.

Re-enter the correct class types as described previously.

Identifying which Pupils have no Class Type Specified

To ensure that all pupils are assigned to a class type (via the Update Class Type page), select No Class Type from the Status drop-down list in the

Pupils View panel. Any pupils without a Class Type are displayed in the

Pupils panel.




Entering Attendance Information

Termly attendance data (including attendance codes and the number of sessions missed) should be provided for non-boarder pupils and leavers aged

four to 15 inclusive on 31/08/2016, who were on-roll for at least one session

during the collection period from 01/01/2017 to 16/04/2017.

Initially the Attendance panel is blank. However, after clicking the Calculate

All Details button (located in the School Information panel) the display

changes.

IMPORTANT NOTE: Clicking the Calculate All Details button overwrites

any edited data, in every panel, with the original data stored in SIMS. Do not

use this button if you wish to keep any changes you have made.

The information displayed in the Attendance panel (after the Calculate All

Details button is clicked) is dependent on which of the following is applicable:

SIMS Attendance is in use, the attendance codes being used are DfE

compliant and there are either:

no missing marks

or

missing marks.

SIMS Attendance is in use and the attendance codes being used are DfE

non-compliant.

SIMS Attendance is not in use.

SIMS Attendance Users

If SIMS Attendance is in use, ensure that all missing marks and unexplained

absences for the previous term have been dealt with before commencing the

return.

TIP: After the Create and Validate process is run, the Attendance detail

report can be used to assist with the checking of attendance data. Select

Attendance Report from the Detail Report drop-down list.

Are your Attendance Codes DfE Compliant?

If Attendance is in use and your school is using DfE compliant attendance codes, attendance data is entered directly into the return, providing that there

are no missing marks.

If all attendance marks have been entered in Attendance, the following

message is displayed in the Attendance panel, informing you that your

attendance codes are DfE compliant but will be rechecked at the Create and

Validate stage.




However, if any missing attendance marks are detected, the following

message is displayed in the Attendance panel, requesting that you add the

missing attendance marks.

1. Use the Deal with Missing Marks routine (Focus | Attendance | Deal with Missing Marks) to locate the missing marks and enter appropriate

attendance codes.

2. Return to the Census Return Details page and click the Check missing marks button in the Attendance panel to ensure that all missing marks have

been dealt with.

NOTE: The Create and Validate process can still be run even if some

attendance marks are missing. You will be asked if you wish to continue to

create the return or cancel the Create and Validate process.

More Information:

Creating and Validating a School Census Return on page 33 Producing Detail Reports on page 38

Are your Attendance Codes DfE Non-Compliant?

If Attendance is in use but one or more invalid attendance codes have been

detected, e.g. the F, Z or @ code is in use, a message is displayed in the

Attendance panel to inform you that your attendance codes are not DfE

compliant.

1. Non-compliant codes must be dealt with. Please contact your Local Support

Unit for assistance.

2. Click the Check attendance codes button to check that DfE attendance

codes are now in use.

If the attendance codes are now DfE compliant, a message informs you that

the codes will be rechecked at the Create & Validate stage.

3. Click the OK button to continue.




SIMS Attendance Not in Use

If Attendance is not in use, the following data must be entered manually:

Termly Possible Sessions (T Poss Sessions)

Termly Sessions Missed due to Authorised Absence (T Auth Absences)

Termly Sessions Missed due to Unauthorised Absence (T Unauth

Absences).

1. To filter the display of pupils in the Attendance panel, select Year Group,

Registration Group or Enrolment Status from the Group By drop-down

list.

Alternatively, select Group by None to display a list of all pupils.

2. To sort the displayed data by surname, forename, year group, registration

group or enrolment status, click the appropriate column header.

3. For each pupil, enter the correct attendance numbers in the T Poss Sessions,

T Auth Absences and T Unauth Absences columns.

4. To clear the attendance information and check for additional pupils, click the

Check for additional students & zero totals button.

WARNING: If the Check for additional students & zero totals button is

clicked, any attendance data entered manually is lost.

04| Completing the School Census Summer Return



04|Completing the School Census Summer Return

Creating and Validating a School Census Return ............................. 33

Producing Detail Reports .................................................................. 38

Printing a Report from your Web Browser ....................................... 42

Transferring Report Data to a Spreadsheet...................................... 42

Deleting Temporary Web Browser Files ........................................... 43

Producing the Summary Report ....................................................... 43

Editing an Unauthorised Return ....................................................... 44

Authorising the Return ..................................................................... 45

Submitting the Return ...................................................................... 47

Retrieving Authorised Census Return Files ...................................... 48

Copying a Return .............................................................................. 49

Deleting an Unauthorised Return ..................................................... 50

Creating and Validating a School Census Return

A return must be created, validated and authorised before it can be sent to

your Local Authority or uploaded to the DfE COLLECT data collection website

(as applicable to your school).

Validating the return creates an unauthorised return file, which is then run

against a set of DfE rules. When the validation is complete, a list of errors and

queries is displayed.

An error is caused by either missing or inaccurate data, whilst a query highlights data that is unusual or not as expected, e.g. there are no pupils

showing as having special educational needs.

1. Select Routines | Statutory Returns | School Census to display the

Census Return browser.

2. Click the Search button to display a list of returns.

3. Double-click the required return to display the Census Return Details page.

4. Click the Create & Validate button to begin the process. There may be a

short delay, depending on the number of pupils at your school.




A progress bar is displayed, indicating that the Create and Validate process is

being performed.

If any attendance codes are not DfE compliant, a dialog similar to the following

graphic is displayed, informing you which code(s) must not be used.

The lack of compliance must be dealt with before the Create and Validate process can be performed. Please contact your Local Support Unit for

assistance.

If there are any missing attendance marks, the following message is

displayed, enquiring whether you wish to continue with the Create and

Validate process.

Click the Yes button to continue creating and validating the data.

Alternatively, click the No button to cancel the process then use the Deal with Missing Marks routine (Focus | Attendance | Deal with Missing Marks) to

locate the missing marks and enter the appropriate attendance codes. For

more information, please refer to the Managing Pupil/Student Attendance

handbook.

When the validation process is complete, the Validation Errors Summary

panel is displayed at the bottom of the screen.




Resolving Validation Errors and Checking Queries

After creating the return file and validating the data, any errors and queries

found are listed in the Validation Errors Summary panel at the bottom of

the Census Return Details page.

The number of errors and queries found during the Create and Validate

process is displayed in the header of the Validation Errors Summary panel.

Details about each of the errors and queries found are displayed in the

columns as described in the following table.

Column Description

Type Displays the type of validation rule:

Failure (F displayed in red) indicates an error, which must be corrected.

Query (Q displayed in black) indicates that there are unusual data

conditions. These should be considered and corrected, if necessary.

Sequence Shows the error or query number.

Message Displays the text of the error or query message.

Location Lists the specific record containing the error or query.

Solution Provides a suggestion on how the error can be corrected or the query checked. Many solutions have a hyperlink (indicated by a #) to the

appropriate area of SIMS.

To assist in the resolution of any errors and queries:

When the mouse pointer is hovered over a Message, Location or

Solution cell, hover help displays the entire content of that cell.

When the mouse pointer is hovered over an error or query row, it changes to a hand if a hyperlink is available to the area of SIMS where the issue can

be checked.




NOTE: A hyperlink is also indicated by a hash symbol (#) preceding the

Solution text.

Click the appropriate hyperlink to display the specific SIMS area where the

record(s) can be checked or corrected.

The Student Search functionality can be used to display all errors and

queries relating to a particular pupil. Enter all or part of a UPN, pupil's

surname or date of birth in the Student Search field then select the required record from the Student Search drop-down list to populate the

Student Search field. Click the Find button to display the applicable

validation records.

Click a Solution hyperlink to display the area of SIMS where the

associated issue can be checked and/or corrected. When you return to the Validation Errors Summary panel, the details of the applicable pupil are

displayed in the Student Search field. Click the Find button to display all

errors and queries relating to that pupil.

Use the Errors Search to display the required error or query you want to

view. Select ALL, ERRORS, QUERIES or the required number from the drop-down list. The total number of rows that relate to the selected

validation is displayed adjacent to the Error Search field.

By default, when ALL is selected from the Errors Search drop-down list,

the errors are displayed at the top of the list.




The order of the items in the list can be changed by clicking the

appropriate column heading.

The width of the columns can be changed by dragging the dividing line

between the column headings until the required size is achieved.

View a summary of validation failures, which is particularly useful if there

are a large number of errors/queries, by clicking the Report button

(located at the left-hand side and directly above the Validation Errors Summary panel). The report is displayed in your web browser, e.g.

Internet Explorer®, where it can be printed or transferred to another application, if required (please see Transferring Report Data to a

Spreadsheet on page 42).

The report (Validation Errors Summary.HTML) is saved automatically

in the Census Folder, which was specified previously in the Census

Return for <season> <year> Term browser. The original report, which was generated when the Create & Validate button was clicked (e.g. <LACode><SchoolNumber>_<SurveyType>_

<LACode><LL><Year>_<SerialNumber>_

ValidationErrorsSummary.HTML), is also stored in this folder.

For guidance on navigating to files on your local workstation when you are working in a Hosted environment, please contact your System Manager or

Local Support Unit.

Resolve as many errors and check as many queries as possible then revalidate

the return details. Continue to resolve failures and revalidate the return as

many times as necessary.

NOTE: All errors must be resolved and all queries must be investigated.

If at any point you wish to hide the list of error and queries, click the Close

button located at the top right-hand side of the Validation Errors Summary

panel. The list is displayed again when the Create and Validate process is run.

Many of the errors generated can be fixed quickly using bulk update functionality (via Routines | Pupil | Bulk Update). For more information,

please refer to the Managing Pupil/Students handbook.

In addition to the Validation Errors Summary, an Errors and Resolutions document containing a list of all errors/queries that can be generated is being

produced. Explanations and information on how to resolve the errors or whether the queries can be ignored are also included. The document can help

to identify the order in which errors should be corrected. For example, if a UPN

is missing, several UPN related errors might be generated. Therefore, adding

missing UPNs can remove several errors.

More Information: Transferring Report Data to a Spreadsheet on page 42




Producing Detail Reports

Detail reports can be used to check the data stored in SIMS that has been used to create the return. The reports can be produced as soon as the return has

been created and validated.

Each detail report header displays the Security Message that was defined in the Census Return browser, the Report Criteria and the Total Pupils who

are listed in the report.

Also included in the report header is the School Name, the Fileset Number,

the Filename, the Report Created date, and the XML Version.

The following reports are currently available:

On-Roll Basic Details Report

Report Criteria: Pupils on-roll on census day.

Where applicable, this report provides the following information about all

pupils who are on-roll on census day: UPN, legal surname, legal forename,

preferred surname, former surname, date of birth (DOB), gender, year taught in (YTI), date of admission (DOA), enrolment status, language, nationality,

country of birth, class type, part-time status, boarder status, Hours at Setting

and Funded Hours.

NOTE: Where a pupil is in a year group that is different to that expected

(based on their date of birth), the applicable YTI cell is highlighted in yellow.

Leavers Basic Details Report

Report Criteria: Pupils not on-roll on census day.

Leavers with attendance 1 term ago (01/01/2017 to 16/04/2017)

Leavers with exclusions 2 terms ago (01/09/2016 to 31/12/2016).

Where applicable, this report provides the following information about pupils not on-roll on census day: UPN, former UPN, legal surname, legal forename,

middle names, former surname, date of birth (DOB), gender, date of admission (DOA), date of leaving (DOL), language, nationality, country of

birth, part-time status, boarder, attendance and exclusion.

Exclusions Report

Report Criteria: On-roll pupils and leavers with exclusions two terms ago

(01/09/2016 to 31/12/2016). Not applicable to pupils who have exclusions

with appeal result of Reinstated or Not in the best interests of the child.

This report provides the following details about pupils who match the report

criteria: UPN, legal surname, legal forename, date of birth (DOB), gender, date of admission (DOA), exclusion category, reason for exclusion, exclusion

start date, number of session excluded from, SEN provision and on-roll status.




Attendance Report

Report Criteria: Pupils with attendance one term ago (01/01/2017 to

16/04/2017). On-roll pupils and leavers (not boarders) aged four to 15 at

31/08/2016.

This report provides basic pupil information (i.e. UPN, legal surname, legal

forename, date of birth (DOB), gender, year taught in (YTI) and on-roll status)

about the pupils who match the report criteria.

The number of termly sessions possible and the number of termly absence

sessions are shown. The columns displayed on the right-hand side of the report shows termly attendance codes for authorised absence sessions and

unauthorised absence sessions. Attendance not required sessions (Y) are also

shown.

Absentees Report

Report Criteria: Pupils who have missed 14 sessions and whose absence might need to be tracked. On-roll pupils and leavers (not boarders) with attendance

one term ago (01/01/2017 to 16/04/2017) who were aged four to 15 at

31/08/2016.

The number of sessions possible and the number of authorised plus

unauthorised absences applicable to each of the pupils are shown on this

report.

The report also provides the following basic details about the pupils who match

the report criteria: UPN, legal surname, legal forename, date of birth (DOB),

gender, year taught in (YTI), on-roll status and enrolment status.

SEN Report

Report Criteria: On-roll pupil with SEN Provision/Status = S (Statement), E

(Education), Health and Care Plan, K (SEN Support). SEN Need Types ranked

1 and 2 for pupils with EHCP, Statement or SEN Support.

NOTE: A and P are invalid for this return.

This report provides a list of pupils who have special educational needs. Displayed are their UPN, legal surname, legal forename, date of birth (DOB),

gender, year taught in (YTI), SEN Provision, and on-roll status.

Address Details Report

Report Criteria: Pupils on-roll on census day.

This report provides a list of pupils, their UPN, former UPN, legal surname, legal forename, middle name(s), post code, unique property reference

number (UPRN), address details and the administrative area/county.

Definition:

Unique Property Reference Number (UPRN) - a unique identifier (reference

number) that links together related address records across different software programmes. This enables organisations to collate and share information

based on a common reference number.




School Dinner Taken Report

Report Criteria: Pupils on-roll on census day, who have taken school dinner on

the reference date.

Pupils in Year Taught In R, 1 and 2.

Pupils in year Taught In X who are aged four to six and who were born

between 01/09/2009 and 31/08/2012 inclusive (Special schools only).

The report header also displays the total number of pupils, the total number of

school dinners taken and the total number of school dinners not taken.

This report provides the following information about pupils who match the report criteria: UPN, legal surname, legal forename, date of birth (DOB),

gender, year taught in (YTI) and school dinner taken (yes/no).

Free School Meal Eligibility Report

Report Criteria: On-roll pupils on census day who were eligible for free school

meals on or after 20/01/2017 and up to and including census day.

This report provides information on free school meal eligibility for pupils who

match the report criteria: UPN, legal surname, legal forename, date of birth (DOB), gender, year taught in (YTI), on-roll status and free school meal

eligibility start date, end date and the UK country in which the eligibility

applies.

NOTES: This report includes any free school meals recorded outside of

England, e.g. Wales.

Only Free School Meals records where the country recorded is England or

<blank> attract the Pupil Premium.

Top-up Funding Report

Report Criteria: On-roll pupils who have been awarded Top-up Funding as at

census day.

The report provides the following information: UPN, legal surname, legal

forename, date of birth (DOB), gender, year taught in (YTI) and SEN

provision.

Post Looked After Arrangements Report

Report Criteria: On-roll pupils who have post looked after arrangements as at

census day.

The report provides the following information about pupils who have post

looked after arrangements: UPN, legal surname, legal forename, date of birth (DOB), gender, year taught in (YTI) and post looked after arrangements,

e.g. ceased to be looked after through a special guardianship order (SGO).




Generating Detail Reports

To select a single detail report, select the required report from the Detail

Report drop-down list located at the top of the Census Return Details page. The selected report is generated automatically and displayed in your web

browser, e.g. Internet Explorer®.

To select several detail reports, select Multiple Reports from the Detail

Report drop-down list to display the Detail Reports dialog.

By default, all detail reports are selected. If any reports are not required,

deselect the associated check box. Click the Report button to generate the

selected reports.

The report(s) are displayed in your web browser but can be transferred to a

spreadsheet, such as Microsoft® Excel, if required.

The report(s) are saved automatically in the folder specified in the Census Return browser, e.g. S:\SCHOOL CENSUS. For guidance on navigating to files

on your local workstation when you are working in a Hosted environment,

please contact your System Manager or Local Support Unit.




The report is saved with a filename that consists of the following data fields

separated by underscores (‘_’):

<LACode><SchoolNumber>_<SurveyType>_<LACode><LL><Year>_

<SerialNumber>_<name of the report>_detail_report.html

For example: 8232999_SC2_823LL17_001_onroll_pupil_basic_details_report.

html.

Example of an On Roll Basic Details report:

More Information:

Configuring the Census Folder on page 10 Transferring Report Data to a Spreadsheet on page 42

Printing a Report from your Web Browser

IMPORTANT NOTE: Any printed reports containing information that could

identify a person (e.g. their name, address, UPN, etc.) should be used for validation purposes only and should not be retained. The Security Message

(displayed at the top of each report) can be customised to include

instructions for the destruction of the printed reports, if required.

1. With the generated report displayed in your web browser, select File | Print

to display the Print dialog.

2. Ensure that the print settings are correct then click the Print button.

3. Click the Close button on the top right-hand corner of the web page to close

the report and return to the census page.

Transferring Report Data to a Spreadsheet

Transferring a report to a spreadsheet application enables the data to be

sorted, the column order to be changed, etc.

In your web browser, right-click the report then select the required option,

e.g. Export to Microsoft Excel, from the drop-down list.

The spreadsheet contains the same level of sensitive information as the

original HTML report from which it was transferred therefore, it is important

that the file is saved to a folder with the same level of security.




Deleting Temporary Web Browser Files

It is recommended that, after viewing statutory returns reports, you delete any temporary web browser files to ensure that any cached data (i.e. data

stored on the PC itself, which enables high-speed access to previously viewed

data) is removed.

This prevents the information, e.g. copies of web pages that are stored in the

local cache for faster viewing, remaining on the hard disk of the PC in the

temporary directory, where they are not secure because they can still be

accessed.

Deleting the cache in Internet Explorer 10

1. Select Tools | Internet options to display the Internet Options dialog.

2. Select the General tab.

3. In the Browsing history section, click the Delete button to display the

Delete Browsing History dialog.

4. Ensure that the Temporary Internet Files and website files check box is

selected then click the Delete button.

All temporary files (including any Statutory Returns reports files) that the

browser has cached are deleted.

5. Click the OK button.

Deleting the cache in Internet Explorer 8 and 9

1. Click the Tools button located at the far right-hand side of the toolbar.

2. Select Internet options from the drop-down list to display the Internet

Options dialog.

3. Select the General tab.

4. In the Browsing history section, click the Delete button to display the

Delete Browsing History dialog.

5. Ensure that the Temporary Internet Files check box is selected then click

the Delete button.

All temporary files (including any Statutory Returns reports files) that the

browser has cached are deleted.

6. Click the OK button.

Producing the Summary Report

The Summary report enables the accuracy and completeness of the return to be assessed by the school staff involved in preparing the return. It can also be

used to assist the Head Teacher in the checking of data before authorising the

return.

NOTE: When the return is authorised, the Summary report is automatically

generated and displayed in your web browser, e.g. Windows® Internet

Explorer.




Generating the Summary Report

When the return is authorised, the Summary report is automatically generated

and displayed in your web browser. However, the report can be run at any

time after the return is created and validated.

Click the Summary button located at the top of the Census Return Details

page. The report is automatically displayed in your web browser, e.g. Internet Explorer, but can be transferred to a spreadsheet, such as Microsoft® Excel, if

required.

The report is saved automatically in the folder specified in the Census Return browser, e.g. S:\SCHOOL CENSUS. For guidance on navigating to files on your

local workstation when you are working in a Hosted environment, please

contact your System Manager or Local Support Unit.

The report is saved with a filename that is made up of the following data fields

separated by underscores (‘_’):

<LACode><SchoolNumber>_<SurveyType>_<LACode><LL><Year>_

<SerialNumber>_ <name of the report>_Summary_Report.html

For example: 8232999_SC2_823LL17_001_Summary_Report.html.

It is important that the Head Teacher checks all the information on the

Summary report before the return is authorised. Your LA/DfE might request a copy of the Summary report (which is automatically generated when the

return is authorised) to be signed by the Head Teacher and sent to the LA/DfE

when the return has been authorised.

More Information:

Configuring the Census Folder on page 10 Generating Detail Reports on page 41

Transferring Report Data to a Spreadsheet on page 42

Authorising the Return on page 45 Deleting an Unauthorised Return on page 50

Editing an Unauthorised Return

The return details, e.g. Description, School Information, etc. can be edited

via the Census Return Details page at any time prior to authorisation.

IMPORTANT NOTE: An authorised return cannot be edited. If changes are

required to an authorised return, use the Copy facility to produce a duplicate

return (with a unique description) in which the changes can be made.

1. Select Routines | Statutory Returns | <census name> to display the

browser.

2. Ensure that the Census Folder and the Security message for Reports are

correct then click the Search button to display any previously created returns. Unauthorised returns can be recognised by their .UNA suffix.

3. Double-click the required return. Alternatively, highlight the required return

then click the Open button to display the Census Return Details page.

4. Edit the return details as required.

5. Ensure that the correct value for historical spot allowances has not been

specified via Tools | Setups | Employment Parameters.




6. Click the Create & Validate button to display the Validation Errors

Summary panel.

7. Resolve any errors and check any queries before running the Summary report

and detail reports to ensure that the information is correct.

8. Repeat the editing process again, if necessary.


More Information:

Configuring the Census Folder on page 10

Specifying the Security Message for Reports on page 11 Resolving Validation Errors and Checking Queries on page 35

Producing Detail Reports on page 38

Producing the Summary Report on page 43

Authorising the Return

A return must be authorised before it can be submitted to your Local Authority

or uploaded to the DfE COLLECT data collection website (as applicable to your

school).

Before authorising the return, you should ensure that all the information displayed on the Census Return Details page is correct and does not require

further editing. This is because it is not possible to edit details after the return

is authorised. The Summary report can assist in reviewing the information.

1. Click the Authorise button.

If missing marks exist, the following message is displayed.

2. Click the Yes button to continue with the authorisation process or the No

button if you want to return to SIMS where the missing marks can be entered.

If you choose to continue, a message reminds you that the return cannot be

edited once it is authorised.

3. Click the Yes button to continue or the No button to return to SIMS where

edits can be made to the data before authorising.




If you choose to continue, the Head teacher authorisation dialog is

displayed.

4. Enter any additional text to be displayed on the authorisation report, if

required. This may be requested by your LA, e.g. to explain the reason for any

validation failures.

5. Select the confirmation check box to confirm that the Head Teacher is satisfied

that the Summary and/or detail reports have been checked and that the return

file is ready for upload to your LA/DfE.

When the confirmation check box is selected, the Continue button is activated

enabling you to complete the authorisation process.

6. Click the Continue button to authorise the return.

The Summary report, Authorisation report and Validation Errors Summary report are generated automatically and displayed in your web browser,

from where they can be printed, if required.

The return file extension changes automatically from UNA (unauthorised)

to XML (authorised).

All details, i.e. the reports and the XML file, are saved in the Census Folder, which was specified previously in the Census Return for

<season> <year> Term browser.

All reports can be viewed via Tools | Statutory Return Tools | Retrieve Authorised Census Return Files. This routine also provides

the opportunity to download the files to a different folder.

IMPORTANT NOTE: Ensure that authorised personnel only have access

to the download folder because the retrieved files contain sensitive

information.




For guidance on navigating to files on your local workstation when you are

working in a Hosted environment, please contact your System Manager or

Local Support Unit.

If you authorise a return and subsequently need to make amendments, you must either make a copy of the return and work on the copy, or create a new

return.

After the return is authorised, reports based on cohorts can be created (via Reports | Design Reports), so that items collected in the return can be

tracked. Provided that Student has been selected as the data area, the Statutory Returns sub-report is available for selection when specifying the

fields to be included in the report (the last node).


Designing and Running Reports handbook

More Information: Producing the Summary Report on page 43

Retrieving Authorised Census Return Files on page 48 Copying a Return on page 49

Submitting the Return

When the return has been completed and the Summary report has been signed by the Head Teacher (if requested to do so by your LA), the .XML file

can be uploaded to the DfE COLLECT data collection website or sent to your

LA, depending on the instructions you have been given.

The authorised return file is located in the folder previously specified in the

return browser. For guidance on navigating to files on your local workstation when you are working in a Hosted environment, please contact your System

Manager or Local Support Unit.

IMPORTANT NOTE: An authorised file cannot be edited. If you need to make changes to an authorised file, you must make a copy of the original file,

rename it and work on the copy.

More Information:

Configuring the Census Folder on page 10

Copying a Return on page 49




Retrieving Authorised Census Return Files

Authorised returns are stored in your Document Management Server (DMS). The Returns Manager can download and run the reports associated with

previous authorised returns enabling the data for the current return to be

compared with that submitted previously.

1. Select Tools | Statutory Returns Tools | Retrieve Authorised Census

Return Files to display the Retrieve Authorised Census Return Files for

<census name> page.

2. Select the type of census required from the Return Type drop-down list to

display a list of previous returns that match the selected criteria.

3. By default, the files Download to the folder specified in the census browser.

To specify a different folder:

a. Click the Select a Folder button (...) to display the Browse For Folder dialog. Navigate to the location of the required folder then highlight it. If a

suitable folder does not exist, click the Make New Folder button then

enter a suitable folder name.

IMPORTANT NOTE: Ensure that authorised personnel only have access

to the download folder because the retrieved files contain sensitive

information.

For guidance on navigating to files on your local workstation when you are working in a Hosted environment, please contact your System Manager or

Local Support Unit.

b. Click the OK button to select or create the folder then return to the Retrieve Authorised Return Files for <census name> page where

the chosen folder name is displayed in the Download to field.

4. Highlight the return you wish to retrieve then click the Retrieve Files button.

The authorised return file (i.e. the XML file) and all reports associated with the

selected return are downloaded from your DMS to the specified folder. The folder and its contents are then displayed automatically, enabling you to open

the required files in your web browser.

5. The contents of the specified folder can be viewed again by clicking the Folder

button adjacent to the Download to field.

If you want to create reports based on cohorts, so that items collected in the return can be tracked, a sub-report is available (via Reports | Design

Reports).




The Statutory Returns sub-report is available if Student has been selected as

the Data Area. When selecting the fields to be included in the report, the Statutory Returns sub-report is located at the bottom of the list (the last

node). Three options are available for selection under the sub-report:

Authorised Date, File Name and Return Description.


Designing and Running Reports handbook

Copying a Return

An unauthorised return can be copied and saved as a new return. This enables

a ‘snapshot’ of a return to be taken at any time providing a backup of any manual changes that have been made to the return, for example before

recalculating details.

This functionality can also be used to make a copy of an authorised return if

the LA or DfE requires it to be resubmitted. The necessary corrections can then

be made to the data. The copied return must be saved, created, validated and

authorised before resubmitting.

NOTE: Ensure that the return you wish to replicate is not open at the time of

copying.

1. Select Routines | Statutory Returns | <name of census> to display the

census browser.

2. Click the Search button to ensure that the list of returns is displayed.

3. Highlight the file you wish to copy then click the Copy button.




A message requests confirmation that you wish to make a copy of the selected

return.

IMPORTANT NOTE: Any values for attendance (where applicable), Early

Years, Post Looked After Arrangements and Top-up Funding will not be

copied but will be populated from the current values held in the database.

The Create & Validate routine must be run to generate a new census file.

4. Click the Yes button to make the copy, which is then displayed in the browser

as:

Copy of <description of selected file>.

5. To rename the copied return, highlight it then click the Open button to display

the Return Details page.

6. In the Census Details panel, edit the Description then click the Save

button.

IMPORTANT NOTE: The new Description must be unique for this return.

SIMS will not save the data if a duplicate return description is found.

Deleting an Unauthorised Return

During the return process, a number of copies of the return may be created,

e.g. to track progress. When the return has been authorised successfully, it is advisable to delete any versions of the return that are no longer required. This

keeps the number of files in the storage folder and listed in the browser to a minimum, therefore removing confusion and lessening the risk of selecting the

wrong return.

The delete routine can be used to remove unwanted returns at any time prior

to the relevant return being authorised.

IMPORTANT NOTES: When a return file is deleted, any associated files,

e.g. Validation Errors Summary, detail reports, etc. that have been produced are also deleted.

Any return files that have already been authorised cannot be deleted.

1. Select Routines | Statutory Returns | <Return name> to display the

browser.

2. Click the Search button to ensure that the list of return files is displayed.

3. Highlight the return file to be deleted then click the Delete button. A message

prompts for confirmation that the selected return should be deleted.

4. Click the Yes button to permanently delete the selected return file and all

associated report files.

The deleted return file is removed from the browser and the storage folder,

along with any associated reports.

I| Index



Index

A

access rights ....................................... 5

address details report ......................... 39

attendance information

checking/editing .............................. 30

compliant codes .............................. 30

non-compliant codes ........................ 31

school dinner taken on census day. 24, 27

SIMS Attendance not in use ............... 27

authorising ........................................ 45

retrieving previous authorised census

returns ........................................ 48

school census ................................. 45

C

calculating all details ........................... 12

census details

checking dates ................................ 12

editing description ........................... 12

class types

updating ........................................ 28

configuring

school census defaults ...................... 10

copying

school census return ........................ 49

creating & validating ........................... 33

D

data collected

school level ...................................... 6

pupil level ...................................... 6

default folder

defining ......................................... 11

deleting

school census return ........................ 50

temporary web browser files .............. 43

detail reports

producing ....................................... 38

transferring to a spreadsheet ............. 42

DfE compliant codes ........................... 30

DfE non-compliant codes ..................... 31

dinner money

school dinner taken on census day 24, 26

E

early years data

funded hours .................................. 15

hours at setting ............................... 15

pupil premium ................................ 15

report ............................................ 15

updating ........................................ 15

editing

an unauthorised return ..................... 44

attendance information ..................... 30

entering

attendance information ..................... 30

errors and queries (validation)

resolving ........................................ 35

F

free school meals

eligibility report ............................... 40

funded hours

no hours recorded ........................... 18

updating ........................................ 15

H

hours at setting

no hours recorded ........................... 18

updating ........................................ 15

P

permissions ......................................... 5

post looked after arrangements ....... 21, 40

preparation

checking data ................................... 6

minimum version of SIMS ................... 6

permissions ...................................... 5

previous authorised census returns ....... 48

printing

reports ..................................... 42, 48

I| Index



validation errors summary ................ 35

pupil reconciliation

universal infant school meal .............. 24

Q

queries and errors (validation)

resolving ........................................ 35

R

reporting

deleting temporary web browser files .. 43

designing reports ............................. 48

producing detail reports .................... 38

absentees report ........................... 39

address details report .................... 39

exclusions report .......................... 38

free school meal eligibility report ..... 40

generating detail reports ................ 41

leavers basic details report ............. 38

on-roll basic details report .............. 38

post looked after arrangements

report ...................................... 40

school dinner taken report .............. 40

SEN report ................................... 39

top-up funding report .................... 40

specifying security message .............. 11

resolving

errors and queries ........................... 35

retrieving

authorised census return files ............ 48

S

school census return

authorising ..................................... 45

configuring the storage folder ............ 10

copying .......................................... 49

deleting ......................................... 50

new ................................................ 9

submitting ...................................... 47

school dinner taken on census day ........ 24

school information

checking ..................................... 6, 13

security

deleting temporary files .................... 43

specifying security message .............. 11

SEN report ........................................ 39

SIMS

version required to create return .......... 6

steps to producing the return

flowchart.......................................... 3

submitting the return .......................... 47

summary report

printing.......................................... 42

producing ....................................... 43

T

temporary web browser files

deleting ......................................... 43

top up funding

updating ................................... 18, 40

transferring

report data to a spreadsheet ............. 42

submitting the return ....................... 47

U

unauthorised return

copying.......................................... 49

deleting ......................................... 50

editing ........................................... 44

updating

early years data .............................. 15

post looked after arrangements ......... 21

top-up funding ................................ 18

uploading the return ........................... 47

V

validation failures

resolving ........................................ 35

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